Communications — Campaigns Tab

TraCorp LMS Quick Reference Guide (QRG)

Audience: Main Admin, Sub Admin, User Group Admin

Overview

This QRG explains how to create a campaign template, use distribution lists to send campaigns to students, and configure a campaign for delivery.

Enabled Permissions Required to Complete the Following Steps

• Communications > Campaigns > Campaign Templates
• Communications > Campaigns > Distribution Lists
• Communications > Campaigns > Campaigns

Note: Sub Admin and User Group Admin without access to complete these steps should review Permissions with a Main Admin.

Steps to Create a Campaign Template

Campaigns are a way to send a specific number of emails or news to students, depending on whether the student has completed or not completed a piece of content.

To create a campaign, follow these steps:

1. From the Admin Navigation menu, click Communications.
2. Click the Campaigns tab.
3. On the Campaign Templates tab, click Add New Template.

• The Campaign Template window will open to the Campaign Template tab.
  • Headline: Enter the name of the template. This is required.
  • System Template Title: Enter a template title. If using HTML templates, this is the title that will display in the body of the email. This is not required.
  • System Template Subtitle: Enter a template subtitle if needed. This is not required.
  • Ignore System Template: If this check box is clicked and an HTML template is being used, the HTML template will be ignored. Note: Click the check box when this campaign template is being used to send as news.
  • Text: Enter the body text of the campaign template. This is required.
  • Placeholder Text: Personalizing a campaign is easy using placeholders, which are text strings that are substituted with their corresponding values.
    • Examples include:
      • [username]
      • [email]
      • [first_name]
      • [last_name]
      • [registered_date]
      • [last_login]
      • [field_1] … [field_64]

     4. Click Choose File to attach a file to the campaign.

     5. Click Save.

Next, select any user group or sub admins who should have ownership access to the campaign template. Follow these steps:

1. Double-click the campaign template from the list to reopen it.
2. Click the Ownership tab.
3. Click Add Owners.
4. Double-click users in the Select Users window or click Select User to assign owners to the content.
5. Double-click a user in the Ownership tab to remove them.
6. Click Save.
7. Click a campaign template and click Delete Selected to delete it. 

To duplicate a campaign template, follow these steps:

1. Select the campaign template to duplicate it.
2. Click Duplicate.
3. The template fields are filled out up to the Choose File button, which allows uploading an attachment if needed.
4. Click Choose File to attach a file to the campaign item.
5. Click Save.

Steps to Use a Distribution List to Send Campaigns

1. From the Admin Navigation menu, click Communications.
2. Click the Campaigns tab.
3. Click the Distribution Lists tab.
4. Click Add New Distribution List. The Edit Distribution List window displays the List Info tab.

• • Each tab allows selection of students based on information associated with the student:
    • User Groups allow selection of user group(s) to add to the distribution list.
    • Basic User Info allows filtering of users based on basic information, such as email address, active status, user type, etc.
    • Custom User Info allows filtering of users based on any user field, similar to how user groups handle autoassignment of users.
    • Content allows filtering of users based on content assignment or whether users have completed or not completed a piece of content.
    • Class Sessions allow filtering of users based on enrollment in a class session.
    • Webinar Sessions allow selection of webinar session(s) to send emails to users who meet certain criteria for the webinar session(s).

Once filters are specified, they may be tested by clicking Test Filters to identify matching users. It may take several minutes to test complex filters.

      5. Click Save.

Steps to Configure a Campaign to Be Sent

1. From the Admin Navigation menu, click Communications.
2. Click the Campaigns tab.
3. Click Campaigns.
4. Click Add Campaign. The Add Campaign window displays.

• • Campaign Title: This is the title of the campaign displayed to admins only.
  • Campaign is active: If this check box is checked, the campaign will be active during the effective period.
  • Assignments Based On:
    • Content Completed: Clicking this option will send the campaign to users who have completed the content, learning track, classroom session, or webinar session selected in the distribution list.
    • Content Incomplete: Clicking this option will send the campaign to users who have not completed the content, learning track, classroom session, or webinar session selected in the distribution list.
    • Specific Date: Clicking this option will send the campaign to users in the distribution list selected below on the specified date selected.
  • Distribution List: Select a distribution list from the drop-down menu to send the campaign to.

Note: The campaign will start when the student has completed all of the following:

• • Campaign will send:
    • Emails: Clicking this option will send the campaign template(s) in the form of emails.
    • News Items: Clicking this option will send the campaign template(s) in the form of news on the student interface.
  • Number of Templates: Click this drop-down menu and select the number of templates to send. Once the number of templates is selected, the following options display for each item (email or news):
    • Campaign Template: Select a campaign template to send from this drop-down menu.
    • Days after completion: Enter the number of days after the completion of the content, learning track, classroom session, or webinar session to send the campaign. Note: This option shows if Content Completed was selected for Assignments Based On.
    • Days since assignment: Enter the number of days after assignment of the content, learning track, classroom session, or webinar session to send the campaign. Note: This option is shown if Content Incomplete was selected for Assignments Based On.

      5. Click Save.